request for proposals for payroll processing · pdf filerequest for proposals for payroll...
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REQUEST FOR PROPOSALS
For Payroll Processing and Ancillary Services
For Columbia County, Oregon
January 4, 2012
All questions regarding this RFP shall be directed to: Jennifer Cuellar-Smith Director, Finance and Taxation 230 Strand St. Helens, Oregon 97051 503.397.7252 [email protected]
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SECTION I
REQUEST FOR PROPOSALS (RFP) / PROJECT OVERVIEW Columbia County, Oregon, is requesting proposals from qualified firms with significant experience to assist the County with its payroll processing and other ancillary benefits management and human resources needs. The Columbia County Finance and Taxation Department is the Project Representative and will oversee all aspects of the selection process subject to review by the Columbia County Board of County Commissioners. The County expects to select and contract with one firm to provide either all or a selected group of the components described in this Request for Proposals (RFP). The County may choose not to select any firm to provide the Employee Benefits services or may elect to reject all proposals. The County is an equal opportunity, affirmative action employer, does not discriminate because of race, religion, color, sex, national origin, sexual orientation, marital status, age if the individual is 18 years of age or older, or disability, and invites proposals from minorities, women and emerging small businesses or a business enterprise that is owned or controlled by or that employs a disabled veteran, as defined in ORS 408.225. The firms responding to this RFP should be prepared to cooperate fully with the County, its staff and the Project Representative throughout the entire selection process. This RFP is being issued under the authority of the Board of County Commissioners of Columbia County, Oregon. However, coordination of the selection process will be provided by the Project Representative. Proposers shall use recyclable products to the maximum extent economically feasible in the performance of the contract work set forth in this RFP. Columbia County relevant payroll-related facts:
• 256 W2s in 2011 • monthly payroll approximately 180 employees • mid-month draw approximately 90 employees • full time, partial FTE and temporary staff across four bargaining units along with elected
officials, elections workers, FLSA exempt and non-represented, OT eligible staff • Multiple work weeks, 37.5 and 40 weekly hours, seasonal schedules • Multiple special pays, assignments pays, etc., attached to differing union contracts • PERS retirement system; health, dental and life insurance; workers comp; self-insured
unemployment; optional deferred compensation and tax sheltered benefits; union dues; optional deductions
• Approximately 30 retirees and staff on cobra • Payroll and employee relations subject to Civil Service rules • Payroll and much of benefits management under Finance Department; bargaining, benefits
vendor relationships, civil service and hiring process management under HR • Payroll processed internally with module of Springbrook Accounting Software; HR data is
kept in ABRA (much data is duplicated between the two software programs)
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Additional information regarding current process and payroll organization described in Section III and in Section VIII Annexes.
SECTION II
SCOPE OF SERVICES
The selected firm(s) shall work with and cooperate with the Project Representative, the Payroll Administrator, the Finance Director, the Human Resources Director, the County Counsel, the Board of Commissioners in rendering services pursuant to this RFP. Goals of outsourcing services:
1. Efficient use of scarce resources through the reduction/elimination of duplicative processes; appropriate use of technology; process automation; access to data sets and reports
2. Maintain accuracy and timeliness of all aspects of payroll processing including federal and state tax reporting and remittances
3. Reduce risk by having more secure and solid payroll data, improved internal controls, automated regulatory filing and payment
4. Flexibility to implement new contract requirements, fringe benefits offerings and any other changes to county staff remuneration
The services solicited in this RFP should address the stated goals for the outsourced services and include the following component areas of service. Each area of service should be quoted as separate components of the total bid price: A. Area of Service: Accept Monthly Time Reporting.
1. Accept upload of monthly employee time sheets in Excel 2003 or later version and/or Open Office format.
2. Accept multiple configurations of time sheets based on employee unions, 40 or 37.5
hour work week, straight time or flex schedules, and FSLA exempt status.
3. Ability to track time by multiple codes such as, but not limited to, specific general ledger accounts, projects and workers comp codes.
4. Proposal for alternate time reporting technology that meets County needs will be
considered and should be described and priced clearly. B. Area of Service: Remote Employee Time Entry.
1. Provide alternate methods for employees in remote locations to enter time directly. May include but not limited to application for smart phone, online computer interface, time clock submission or any alternate technology methods that may be available, with particular emphasis on ability to report from locations with no internet access and/or poor cell phone reception.
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2. Provide Supervisors report or online window to approve employees’ remote time
entry.
3. Provide ability for second review of remote time entry for Payroll Administrator through either report or online window prior to payroll processing for payment.
4. Provide method to suspend the processing any time sheet entries that do not have 2
levels of review prior to processing entire payroll batch, along with a warning method to notify Payroll Administrator that suspended records exist prior to deadline to process payroll.
C. Area of Service: Process Payroll.
1. Process monthly payroll for entire employee base, to include direct deposit and paper checks and/or any combination of both payment methods. Direct deposit must have capability to list a minimum of 6 banking transfers per employee with the ability to designate specific banking entities for end of month payroll and specific banking entities for mid month draw payroll.
2. New banking instructions from employees shall be pre-noted with employee’s
banking institution prior to initiating new banking instructions to test validity of employee’s banking information.
3. Provide ability to include and track taxable benefits including, but not limited to
meals and personal vehicle usage.
4. Process mid month payroll draw as a flat amount determined by employee for approximately 50% of the total employee base. Employees are allowed to start, stop, or change the amount of their mid month draw on a monthly basis.
5. Process retro check payment amounts, final checks or special pay runs such as, but
not limited to election workers payroll that do not occur in conjunction with the standard payroll time schedule. Process to occur in a timely manner and to be paid by paper check regardless of employee’s regular preference of payment method.
6. Provide notice of deposit directly to employees for direct deposit payments.
D. Area of Service: Tax Deposits, Quarterly & Annual Payroll Tax Reports, W-2 filing.
1. All federal and state tax deposit to be made in a timely manner consistent with applicable state and federal law and reporting requirements.
2. Completion and filing of federal and state quarterly payroll tax reports in a timely
manner consistent with state and federal law and reporting requirements. Ability to not report certain predefined employee populations that are exempt from inclusion such as but not limited to elected officials and election workers.
3. Completion and filing of W-2 forms, including employee mailings for distribution of
employee copies.
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E. Area of Service: Reporting and Data Download.
1. Provide general ledger journal entry to record payroll batches into accounting software via excel. Journal entry to be in detail (not summary) showing employee last name, first name initial in line item description and then general ledger account.
2. Provide report or ability to self-create report for monthly leave accrual balances by
department, supervisor and/or employee.
3. Provide report or ability to self-create report for monthly Overtime and/or Out of Class pay by department, supervisor and/or employee.
4. Provide report or ability to self-create report for monthly deductions such as, but not
limited to rent/utility reimbursement, deferred income accounts, and union fees by deduction type, by department, supervisor and/or employee. List additional cost, if any to produce a downloadable excel file.
5. Provide report or ability to self-create report for health insurance, dental insurance,
and life insurance by insurance provider, by billing categories, by employee for the purposes of reconciling monthly payroll deductions and/or benefits paid with monthly provider bills. List additional cost, if any to produce a downloadable excel file.
6. Provide report or ability to self-create report for monthly PERS contributions by
contribution component by employee for the purposes of reconciling monthly payroll deductions and/or benefits paid with monthly PERS invoices. List additional cost, if any to produce a downloadable excel file.
7. Provide transmission of PERS data file. This to be quoted as an optional addition to
price quote if there is a separate fee for this service.
8. Provide FSLA, FMLA, OFLA and other reporting as required per applicable government agency.
9. Provide report or ability to self-create report for the purposes of budgeting and
running alternate cost scenarios for salary and benefits by department, employee and/or general ledger account. List additional cost, if any, to produce a downloadable excel file.
10. Provide report or ability to self-create report for the purposes of grant and/or project
reporting of loaded staffing cost as well as annual staff statements of total salary and benefits remuneration. List additional cost, if any, to produce a downloadable excel file.
F. Area of Service: Employee Records and Interface.
1. Provide online access, upload ability and/or other methodology for a single employee record set-up and maintenance. Record changes could include but are not limited to pay rate changes, position changes, union changes, address changes, benefit eligibility/election changes.
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2. Ability to distribute payroll and fringe costs to multiple general ledger cost center accounts.
3. Ability to assign pay and benefit elections to employees by category wherever
possible to facilitate global updating including but not limited to multiple county-specific staffing groups (departments, supervisors, unions, FTE %s, insurance plans, etc.), salary steps and ranges and special pay options.
4. Provide security levels that will facilitate internal controls such as but not limited to
discrete staff have user rights to update employee records vs upload hours vs approve payroll disbursement vs sole HR access to non-payroll records.
5. Provide processes and security levels that facilitate efficient use of county resources
by reducing data entry burden on Finance and/or HR staff by allowing employees to directly update their records including but not limited to data such as contact information, W4 deductions, and qualifying event changes for insurance plan elections.
6. Ability to track former employees who remain on County health insurance plans
either through COBRA or as retirees through ORS 243.303.
7. Employee records should retain/maintain history of employee over time. 8. Track donated sick time for donors and recipients based on county policy.
9. Track comp/vacation time buy downs based on county policy.
10. Provide verification of employment responses to requests made from employees’
lenders.
11. Provide duplicate copies or access for online self-service to employees to produce copies of past pay check stubs and prior year W-2’s.
12. Provide process automation wherever possible including but not limited to annual
CoLA pay scale update process, annual employee step increase process, annual open enrollment elections, bargaining unit contract amendments and civil service rule updates.
G. Area of Service: Employee Benefits.
1. Provide option to prepare and disburse insurance and other provider bills for payment.
2. Provide option to coordinate changes for address and/or benefit elections for
insurance and other benefits through single entry of change in employee record. Columbia County’s currently benefit providers include Kaiser for health and dental insurance, CIS for dental, life insurance and FSA through ASIFlex, PERS for retirement, AFLAC, Colonial Life, HRA-VEBA, VALIC and Nationwide for income deferral and SAIF for workers comp.
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3. Provide data required for annual workers comp audit.
4. Provide option to act as a liaison between the County and insurance carriers and other benefits providers when necessary to manage enrollment or enrollment changes.
H. Area of Service: Human Resources
1. Application management – including application, initial scoring, selection process steps, communication with candidates
2. Employee evaluations – data upload or web based forms; process tracking;
electronic acknowledge, review and authorize ability
3. Disciplinary processes – data upload or web based forms; process tracking; electronic acknowledge, review and authorize ability
4. Separation - data upload or web based forms; process tracking; electronic
acknowledge, review and authorize ability; layoff tracking 5. Training and employee event tracking - data upload or web based forms; process
tracking; electronic acknowledge, review and authorize ability 6. Emergency contact information; automated emergency response notification system 7. Union data including seniority reports 8. EEO status, including automated reports for EEO-4 reporting 9. Extensive report capacity including but not limited to DOB/age list, home mailing
labels, anniversary lists, union seniority lists, pay/hour reports by employee, department, union, job history reports, organizational reports related to all hires.
10. Provide and/or design other specialized HR reports for recurring needs or special
project purposes
I. General for Areas of Service.
1. Data Security: provide information about your security standards given the sensitive nature of payroll data including tech specifications of any hosted data servers and software, web-based communications, electronic payments, data encryption, data storage, back up systems for data and continuity of service for payroll processing, etc.
2. Technical specifications: describe minimum and optimal technical specifications
required for county devices, hardware, software and connectivity to implement proposed services.
3. Research payroll and HR issues on request.
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4. Provide training and act as a resource to the County’s Finance and Human Resource Departments when needed.
5. Provide training resources to County departments, general and specific, to educate
employees and supervisors on use of interfaces where applicable. Training resources should include but are not limited to the use of any remote time entry devises, how to upload documents, and how to create self-generated reports.
6. Other services as may be agreed to by the parties, or as proposed pursuant to this
RFP.
SECTION III
Summary of Current Payroll and Ancillary Processing
This section mirrors the categories above, providing a summary of how the County manages these processes currently in order to give proposers ability to make ROI estimates and address county goals of efficiency, accuracy, risk reduction and flexibility. A. Area of Service: Monthly Time Reporting.
1. Employees collect their daily time in various manners between departments that may utilize time clocks, hand reports, and excel spread sheets.
2. All time is transcribed into one of 7 standardized excel spread sheets by either
employees themselves or department office managers on behalf of employee. Timesheets are due to each department on 15th of the month or next working day for departmental review for accuracy and completeness. Timesheets are then submitted to Payroll on the 17th or next working day.
3. All County initiated changes are due to Payroll on the 6th of each month and are
submitted using a four-part Personal Action form.
4. All employee initiated changes are due to Payroll on the 6th of each month and are submitted through a variety of employee documents available to employees on the Columbia County employee intranet, accessible only while on County computer network.
5. Time sheets are certified by employee and supervisor signature.
B. Area of Service: Remote Employee Time Entry.
1. Employees utilize time card located at multiple sites to clock in and out and/or keep hand written time cards that are faxed back to their department office manager who transcribes into standardized excel time sheet.
2. Completed excel time sheet is faxed to remote employees for signature and then
faxed back to department office manager to submit to Payroll.
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C. Area of Service: Process Payroll.
1. For Monthly payroll, Payroll checks each time sheet to verify hours recorded equal each employee’s employment agreement and to verify that leave usage has been accurately recorded.
2. Payroll codes each time sheet to prep for data entry.
3. Payroll then keys monthly summary of time for each employee into the County’s
software, Springbrook. Taxable benefits are also captured in data entry process.
4. Data entry: review by Payroll Administrator for accuracy based on time sheet coding and any employee changes submitted for the month such as step increases, banking changes, deduction changes, etc.
5. Reconciliation: Payroll Administrator assures that payroll module and AP module
reconcile for all payroll related vendor bills and confirms that actual mid-month draw foots to payroll data of same prior to issuing checks and direct deposit file.
6. Employee change review: Finance Director reviews all employee changes in month
for accuracy. Software does not have exception or employee change reporting capacity.
7. Once payroll reports have been finalized and approved by Payroll Administrator and Finance Director, checks are direct deposit drafts are printed, and banking upload file is created, then uploaded to Bank. Banking file upload is later verified by phone for receipt confirmation.
8. Checks and direct deposit drafts are folded and stuffed into privacy envelopes along
with monthly payroll letter and any monthly materials such as United Way donation forms. Envelopes are sorted by department, by employee and bundled for distribution. On payroll date, payroll staff hand-deliver pay envelopes to all departments located on premises. Offsite departments send staff to premises to pickup pay envelopes for their own department.
9. For midmonth draw payroll, Payroll generates a standard pay record for each
employee with a draw request on file in the County’s software, Springbrook. Data entry is reviewed by Payroll Administrator for accuracy based employee draw request changes submitted during month and employee terminations for prior month.
10. Once payroll reports have been finalized and approved by Payroll Administrator and Finance Director, checks and direct deposit drafts are printed, and banking upload file is created, then uploaded to Bank. Banking file upload is later verified by phone for receipt confirmation.
11. Checks and direct deposit drafts are folded and stuffed into privacy envelopes along
with monthly payroll letter and any monthly materials such as United Way donation forms. Envelopes are sorted by department, by employee and bundled for distribution. On payroll date, payroll staff hand-deliver pay envelopes to all
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departments located on premises. Offsite departments send staff to premises to pickup pay envelopes for their own department.
12. For retro check payment amounts, final checks or special pay runs such as, but not
limited to election workers payroll that do not occur in conjunction with the standard payroll time schedule. Payroll hand processes pay in the County’s software, Springbrook; final check and retro payment is reconciled to manual excel file created to compute correct payout amounts and provide transparency to employee regarding these special checks. Notice can be as short as 24 hours to produce a final check.
13. Annual and repetitive processes tend to be very manual including, for example.
county staff update of payroll module federal and state tax tables, update of salary and benefit elections done for every individual staff member (not by category global update), check lists to remember to send in tax payments and filings, no automation to prompt/remind supervisors of staff lifecycle routines and deadlines, etc.
D. Area of Service: Tax Deposits, Quarterly & Annual Payroll Tax Reports, W-2 filing.
1. All federal and state tax deposit are made online within 24 hours of payroll check date. The midmonth draw tax remission is estimated; monthly payroll tax liability is computed by software; end of month payment must be manually reduced by mid-month estimate remitted.
2. Completion and filing of federal and state quarterly payroll tax reports completed
online with excel files as backup to accuracy of numbers. Forms include Federal Form 941 and Oregon State Form OQ.
3. Completion and filing of federal and state annual payroll tax reports completed by
hand or online. Certain predefined employee populations that are exempt are excluded from inclusion such as but not limited to elected officials and election workers. These exclusions are documented via excel files as our software does not produce reports to reflect the required reporting parameters.
4. Completion and filing of W-2 forms, including employee mailings for distribution of
employee copies. E. Area of Service: Reporting and Data Download.
1. Distribute paper report for monthly leave accrual balances by department, by employee to all departments.
2. Distribute paper report for monthly Overtime and/or Out of Class pay by department,
by employee to only departments requesting this information.
3. Create reports for monthly deductions such as, but not limited to rent/utility reimbursement, deferred income accounts, and union fees by deduction type, by department, by employee for accounts payable bill documentation.
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4. Create report for health insurance, dental insurance, and life insurance by insurance provider, by billing categories, by employee for the purposes of reconciling monthly payroll deductions and/or benefits paid with monthly provider bills.
5. Create report for monthly PERS contributions by contribution component by
employee for the purposes of reconciling monthly payroll deductions and/or benefits paid with monthly PERS invoices.
6. PERS data file is generated on last day of month inside County’s software,
Springbrook and uploaded to PERS website. Uploaded file must be edited after submitted file is processed by PERS for any suspended records. After PERS file is fully transmitted, employee manual checks must be created in Springbrook to make final adjustments made by PERS in file.
7. FSLA reporting is completed by the Human Resource Department with input by
excel file and Springbrook reports from Payroll.
8. Finance provides reports from Springbrook for Human Resource Department usage for those reports HR is unable to access itself.
9. Budgeting and cost scenarios are done in excel outside of the accounting software,
extremely labor intensive, difficult to share with other stakeholders in budget development process and vulnerable to error.
10. Grant reporting for personnel cost is manual process which combines employee
payroll reports, timesheet and other general ledger research. F. Area of Service: Employee Records and Interface.
1. Record changes are submitted to Human Resources Department and entered in ABRA software, then forwarded to Payroll and entered again in Springbrook software. Record changes could include but are not limited to pay rate changes, position changes, union changes, address changes, benefit eligibility/election changes.
2. Employee cost data is not transparently presented in the general ledger as the entry
is summarized. The cash flow progression of payroll transactions also lack transparency in accounting system.
3. Donated sick time for donors and recipients is tracked based on county policy in
excel files. Transactions are keyed into Springbrook during monthly payroll process.
4. Comp/vacation time buy downs is based on county policy using reports generated in Springbrook and then hand approved on employee’s request form and keyed into Springbrook during next monthly payroll process.
5. Verification of employment requests made from employees’ lenders are researched
in Springbrook or ABRA then individual lender’s forms are completed by hand by either Finance or HR and faxed back to lender.
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6. Employee requests for duplicate check copies or prior year W-2’s are processed by locating the correct file with PDF copies in Payroll File on County server, printing out copy and then mailing to employee.
7. Annual CoLA application to pay scale generates a Personnel Adjustment form (PA)
which is filled out manually by supervisor, reviewed by HR and then sent to payroll. HR and payroll do data entry of same/different elements included in PA form.
8. Step increases happen on anniversaries and require manual PA which progresses
the same as above – so every employee typically goes through at least two highly manual PA processes every year.
9. Different methodologies and norms for tracking accrual balances in various county
departments. G. Area of Service: Employee Benefits.
1. Open enrollment process for insurance and other benefits done by excel file upload or keying in at vendor website separately for Kaiser, CIS, and VEBA.
2. Changes for address and/or benefit elections for insurance and other benefits are
updated in ABRA for Human Resource Department as needed, in Springbrook for Payroll Department, individually with Kaiser and CIS where applicable, and individually with PERS, VEBA, AFLAC, ASIFlex, and Nationwide where applicable.
3. Workers comp annual audit reporting is partially covered by springbrook data as
well as other volunteer hours tracking systems across the county operation.
4. Finance reconciles vendor bills to payroll module and the AP module in the accounting software.
H. Area of Service: Human Resources
1. Application process submitted on paper from online application and manually managed by HR and Hiring Manager.
2. Evaluation process is encouraged, not required. It is manual process for staff
member and evaluator(s) tracked by HR.
3. Disciplinary process is tracked by HR and managers.
4. Separation is manual process of filling out a Personnel Adjustment (PA) form
5. Other HR reports and analysis is achieved through combination of ABRA and Springbrook reporting
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SECTION IV
GENERAL INSTRUCTIONS
A. ADMINISTRATIVE INFORMATION.
1. This RFP is issued under the authority of: Board of County Commissioners Columbia County Courthouse 230 Strand, Room 331 St. Helens, Oregon 97051
All inquiries concerning the intent of this request, contract information or site access shall be directed in writing to Jennifer Cuellar-Smith, Director of Finance and Taxation, Columbia County Courthouse, St. Helens, OR 97051, 503.397.7252, [email protected].
2. This Request for Proposals consists of the following items:
Section I. Request for Proposals / Project Overview Section II. Scope of Services
Section III. Summary of Current Payroll and Ancillary Processing
Section IV. General Instructions Section V. Proposal Response Section VI. Evaluation and Selection Section VII. Contract Section VIII. Annexes
It is suggested that this package be checked to insure that all listed information is included.
3. It is extremely important that all portions of this Request for Proposals be completed as professionally as possible. An incomplete or uncoordinated submission can only be judged as indicative of the proposer's capability and professionalism. If there are any deviations from the RFP requirements, please indicate the reason for such deviation in writing.
4. An informational meeting will be held on Wednesday, January 18, 2012 at 1pm at
the County Courthouse, 230 Strand St in St Helens, OR in order to provide any additional required information to proposers. This is the opportunity for proposers to request clarification or interpretation of the RFP. Proposers who find any ambiguity, inconsistency, or error in the RFP shall bring it up at this informational meeting. Supplemental information, interpretation, correction or changes to the RFP may be made and will be presented in a written Addendum and mailed or faxed to all who
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are known to have received the RFP. Supplements, interpretations, corrections or changes to the RFP made in any other manner will not be binding, and proposers shall not rely upon such supplements, interpretations, corrections or changes.
5. A list of all solicited proposers will be provided to any proposer upon receipt of a
written request. B. PROPOSAL SUBMITTAL OPTIONS
In order to be considered for purposes of evaluation and contract award, submit your proposal using one of the following three options:
Option 1: Submit a sealed envelop clearly marked on the outside Payroll Processing Services Proposal with four (4) copies of the complete proposal, including all other documents required to be submitted with the proposal Option 2: Submit a sealed envelop clearly marked on the outside Payroll Processing Services Proposal with a data stick or CD containing a single pdf document of the complete proposal, including all other documents required to be submitted with the proposal Option 1 and 2 drop off at the following address/location
Columbia County Finance Department Columbia County Courthouse 230 Strand St. St. Helens, Oregon 97051
Option 3: Submit via email a single pdf document of the complete proposal, including all other documents required to be submitted with the proposal, to [email protected]. Clearly note Payroll Processing Services Proposal in the subject line.
Proposals sent by fax will not be accepted. Proposals sent by mail or other mailing/courier service are not recommended as this may cause your proposal to miss the deadline noted below. No responsibility or liability will be attached to any County official, employee or agent for the premature opening or failure to open any proposal not marked according to this instruction or proposals sent by mail/courier service and received in the Finance Department after the deadline. No responsibility or liability will be attached to any County official, employee or agent should a proposal sent via email not be received by deadline due to size or any other issue that impedes its arrival to the specified email address on time.
C. SUBMITTAL DEADLINE. Proposals must be received by Wednesday, February 8, 2012, at 4:00 p.m. pacific standard time.
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D. PROPOSAL OPENING.
All proposals received in compliance with the instructions of this RFP will be reviewed by the Project Representative and selected proposal evaluators beginning February 9, 2012.
Proposals received after the date and time specified in Section IV. C. and/or proposals which are not prepared and filed in substantial compliance with the terms and conditions of this RFP will not be considered for evaluation or award of a contract.
E. MODIFICATION OR WITHDRAWAL OF PROPOSAL.
A proposal may not be modified, withdrawn or canceled by the proposer for a ninety (90) day period following the time and date designated for the receipt of proposals and proposer so agrees in submitting the proposal.
Prior to the time and date designated for receipt of proposals, proposals submitted early may be modified or withdrawn only by notice to the County at the place designated for receipt of proposals. Such notice shall be in writing over the signature of proposer, or by facsimile. If by facsimile, written confirmation over the signature of proposer must have been mailed and postmarked on or before the date and time set for receipt of proposals.
Withdrawn proposals may be resubmitted up to the time designated for the receipt of proposals, provided that they are then fully in compliance with the RFP.
F. PROTEST PROCEDURES.
Paragraph 17 of the Columbia County Personal Services Contracting Rule provides as follows:
“All protests of solicitation or selection processes are limited to the following issues and filing times:
(1) Solicitation protest: Unless a different deadline is specified in
the RFQ, RFP, or other solicitation documents, prospective personal service contractors may file a written protest, or request for change of particular solicitation provisions, specifications, or contract terms and conditions with the Department no later than seven calendar days prior to the close of the RFQ, RFP or other solicitation. Such protest or request for change shall include the reasons for the protest or request, and any proposed changes to the solicitation provision, specifications, or contract terms and conditions. No protest against selection of a personal services contractor or award of a personal services contract, because of the content of solicitation provisions, specifications, or contract terms and conditions, shall be considered after the deadline established for submitting such protest.
(2) Selection protest: Every personal services contractor who
submits a proposal in response to an RFP shall be mailed a
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copy of the selection notice sent to the highest ranked personal services contractor. Unless a different deadline is specified in the RFP, a personal services contractor who has submitted a proposal and claims to have been adversely affected or aggrieved by the selection of a competing personal services contractor, shall have seven calendar days after receiving the notice of selection to file a written protest of the selection with the Department. To be adversely affected or aggrieved, a protester must claim that the protester was the highest ranked personal services contractor eligible for selection, i.e., the protester must claim that all higher ranked personal services contractors were ineligible for selection because their proposals were nonresponsive or the personal services contractors nonresponsible. The Department shall not consider a selection protest submitted after the time period established in this subparagraph, or in the RFP if a different deadline is provided in the RFP.
(3) The Director, or designee, shall have the authority to settle or
resolve a written protest submitted in accordance with subparagraphs (1) and (2) of paragraph 17 of this Rule. The Director, or the Director’s designee, shall promptly issue a written decision on the protest.
(4) Review of the Department’s disposition of a written protest
submitted in accordance with subparagraphs (1) and (2) of paragraph 17 of this Rule shall be available by filing a written request for review of the Department’s disposition with the Board of County Commissioners within seven calendar days.”
As used above, “Department” means the Columbia County Finance and Taxation Department; “Director” means the Director of the Finance and Taxation Department. The deadline for solicitation protests for this RFP is 5:00 p.m. on February 1, 2012.
G. PUBLICITY.
No proposer shall issue any news release or otherwise seek publicity regarding this request unless or until prior approval in writing is obtained from the Project Representative.
H. SUBMITTAL COSTS.
The cost of submittals and any other expenses related to this RFP, including travel for interviews or inspections, shall be entirely the responsibility of the proposer.
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SECTION V
PROPOSAL RESPONSE The submitted written proposal must utilize the following format and content detail. Proposals shall be prepared so that responses are specifically identified in the same order as the requested information identified below.
A. TITLE PAGE. (Mandatory)
The name and signature of the proposing firm’s authorized representative as well as his/her address and telephone number must be provided. The proposal must be dated on this page. The authorized representative is to signify the proposer’s agreement and compliance with all requirements set forth in the RFP. In addition, the signature will certify the proposer’s acceptance of and responsibility for the following (note that the following language must be reproduced above proposer’s signature):
1. All data presented in the proposal is accurate and complete.
2. Acknowledgment that the proposer has read and understood the RFP and the
proposal is made in accordance with the contents of the RFP unless otherwise noted in the proposal.
3. The proposal shall be valid for 90 days after submission of the proposal.
4. The cost of submittals and any related expenses, including travel for interviews or
inspections, shall be entirely the responsibility of the proposer.
5. The discovery of any significant inaccuracy in information submitted by the proposer shall constitute good and sufficient cause for rejection of the proposal.
B. PROPOSED SERVICES (20 points) and
RETURN ON INVESTMENT and COST OF PROPOSED SERVICES (20 points)
For each area of service A to I identified in the Scope of Services, provide 1. description of the services proposed including work and/or inputs required by county
staff, routine deadlines for monthly, quarterly and annual processes 2. address how your services map to the outsourcing goals of efficiency, accuracy, risk
reduction and flexibility 3. cost of service and pricing information (note any alternate or grouped service pricing)
4. evaluation of return on investment (ROI) for each category in terms of staffing time
and/or other cost savings you believe the County would see by contracting with your firm
RFP: Payroll and Ancillary Services Page 17
Give specific examples of how your services have resulted in a financial savings for your clients. State how your firm would propose to be compensated for providing the different areas of services described in the scope of services. Provide estimate of any one-time conversion or start up costs associated with implementing the proposed services. If your company does not provide a specific service described in the RFP, simply note that service is not offered.
C. STATEMENT OF QUALIFICATIONS and EXPERIENCE. (15 points)
Provide a brief explanation of why your firm is qualified to provide payroll processing and ancillary services to Columbia County. Describe the experience of your firm in providing payroll processing and ancillary services for public and private sector clients.
D. STAFFING. (10 points)
Identify the specific personnel who will be assigned to provide services pursuant to this RFP. For each of these persons, please provide a resume as an exhibit.
E. LOCAL (5 points) Identify state of your company incorporation and the city(ies) in Oregon where staff are located. State if company is minority or women-owned.
F. SAMPLE REPORTS, DATA SETS and TECHNOLOGY (10 points)
Provide samples of the kind of reports you would be preparing for Columbia County and data sets available to same if selected to provide payroll processing and ancillary services. Describe format and availability options (web based, self service, file format, etc.) for reports and data sets. Provide information on your data security as well as software and hardware requirements for the County (described in Area of Service I).
G. RESPONSE SERVICE. (10 points)
Explain how your firm will be able to provide the immediacy of response and personal quality of service needed for a small, general purpose local government.
H. CLIENTS/REFERENCES. (5 points)
Provide a list of clients for whom you have provided payroll and human resources services during the past three years. Include names and telephone numbers of at least three references with the types of services noted; ideally the references are public sector organizations with at least one a member of the PERS retirement system.
I. AVAILABLE OPTIONAL SERVICES. (5 points)
RFP: Payroll and Ancillary Services Page 18
Describe the associated services your firm will be able to offer the County to assist it in maximizing the use of scarce county resources, both direct cost and staff time, that are directed towards payroll and benefits processing as well as data-intensive human resources processes. Pricing models and estimates for these additional services is helpful but not required information for this item.
J. STATEMENT OF ASSURANCE. (Mandatory)
Provide a statement of assurance that your firm is not currently in violation of any regulatory agency rules, or, if in violation, the violation does not have a material adverse effect on your ability to perform under the proposed contract.
K. INSURANCE. (Mandatory)
Certify that your firm will purchase and maintain for the duration of the contract the following levels of insurance.
$2,000,000 commercial general liability
$2,000,000 errors and ommissions
L. INTERVIEWS. Interviews may be conducted with the companies presenting proposals with the highest scores. Interviews will be scored based on information presented during interviews, and overall quality of the service proposed.
SECTION VI
EVALUATION AND SELECTION Proposals will be evaluated based on the quality of responses to specific items outlined in the PROPOSAL RESPONSE section of this RFP. Each valid proposal will be reviewed by the Project Representative. Additional clarifying material may be requested by the County. The Project Representative will develop a shortlist of firms. The Project Representative may or may not interview the firms. The Project Representative will then send a report to the Board of County Commissioners, making a recommendation as to which firm(s) should be interviewed or selected for a presentation. The Board may or may not request a personal interview and/or presentation, depending on the Project Representative’s recommendation. Subject to the approval of the Board, the contract will be awarded to the firm or firms whose qualifications best meets the needs of the County. Proposals which are incomplete or non-responsive to this RFP may be rejected. The County does not accept responsibility for the return of successful or unsuccessful proposals.
The County reserves the right in its sole discretion to:
1. Amend this RFP at any time prior to the Submittal Deadline. Notice will be given of such amendments to all interested parties who have requested or have been sent the RFP packet.
RFP Payroll and Ancillary Services Page 19
2. Reject any proposal not in compliance with all prescribed RFP procedures and requirements.
3. For good cause reject any or all proposals upon a finding it is in the public
interest to do so.
4. Waive minor irregularities in the proposals received.
5. Accept all or any part of a proposal in principle subject to negotiation of the final details. In particular, the County reserves the right to negotiate fee proposals.
6. Reject any proposal not in compliance with all prescribed RFP procedures and
requirements.
7. For good cause reject any or all proposals upon a finding it is in the public interest to do so.
8. Waive minor irregularities in the proposals received.
9. Accept all or any part of a proposal in principle subject to negotiation of the final
details. In particular, the County reserves the right to negotiate fee proposals.
SECTION VII
CONTRACT
The selected firm(s) will be required to sign a Personal Services Contract which will be prepared by the Office of County Counsel. A copy of the County’s standard form Personal Services Contract (ORS 279B) is attached.
SAMPLE CONTRACT -- SAMPLE CONTRACT – SAMPLE CONTRACT
RFP Payroll and Ancillary Services Page 20
PERSONAL SERVICES CONTRACT (ORS Chapter 279B)
This Agreement is made and entered into by and between COLUMBIA
COUNTY, a political subdivision of the State of Oregon, hereinafter
referred to as "County", and ___________________________________,
hereinafter referred to as "Contractor".
WITNESSETH:
IT IS HEREBY AGREED by and between the parties above-mentioned,
in consideration of the mutual promises hereinafter stated, as
follows:
1. Effective Date. This Agreement is effective
.
2. Completion Date. The completion date for this Agreement shall be
no later than .
3. Contractor's Services. Contractor agrees to provide the services
described in the Contractor's Proposal, a copy of which is
attached hereto, labeled Exhibit "A" and incorporated herein by
this reference. In case of conflict between Contractor's
Proposal and this Agreement, this Agreement shall control.
4. Consideration. County shall pay Contractor on a fee-for-service
basis, an amount not to exceed $_____________, said amount to be
the complete compensation to Contractor for the services
performed under this agreement. This fee shall include all
expenses. Unless otherwise agreed to in writing by the parties,
payment shall be made in a lump sum at the satisfactory
completion of the project. This Agreement is subject to the
appropriation of funds by County, and/or the receipt of funds
from state and federal sources. In the event sufficient funds
shall not be appropriated, and/or received, by County for the
payment of consideration required to be paid under this
Agreement, then County may terminate this Agreement in accordance
with Section 16 of this Agreement.
5. Contract Representatives. Contract representatives for this
Agreement shall be:
All correspondence shall be sent to the above addressees when
written notification is necessary. Contract representatives can
be changed by providing written notice to the other party at the
address listed.
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RFP Payroll and Ancillary Services Page 21
6. Permits - Licenses. Unless otherwise specified, Contractor shall
procure all permits and licenses, pay all charges and fees and
give all notices necessary for performance of this Agreement
prior to commencement of work.
7. Compliance with Codes and Standards. It shall be the
Contractor's responsibility to demonstrate compliance with all
applicable building, health and sanitation laws and codes, and
with all other applicable Federal, State and local acts,
statutes, ordinances, regulations, provisions and rules.
Contractor shall engage in no activity which creates an actual
conflict of interest or violates the Code of Ethics as provided
by ORS Chapter 244, or which would create a conflict or violation
if Contractor were a public official as defined in ORS 244.020.
8. Reports. Contractor shall provide County with periodic reports
about the progress of the project at the frequency and with the
information as prescribed by the County.
9. Independent Contractor. Contractor is engaged hereby as an
independent contractor and shall not be considered an employee,
agent, partner, joint venturer or representative of County for
any purpose whatsoever. County does not have the right of
direction or control over the manner in which Contractor delivers
services under this Agreement and does not exercise any control
over the activities of the Contractor, except the services must
be performed in a manner that is consistent with the terms of
this Agreement. County shall have no obligation with respect to
Contractor=s debts or any other liabilities of Contractor.
Contractor shall be responsible for furnishing all equipment
necessary for the performance of the services required herein.
In addition:
A. Contractor will be solely responsible for payment of any
Federal or State taxes required as a result of this
Agreement.
B. This Agreement is not intended to entitle Contractor to any
benefits generally granted to County employees. Without
limitation, but by way of illustration, the benefits which
are not intended to be extended by this Agreement to the
Contractor are vacation, holiday and sick leave, other
leaves with pay, tenure, medical and dental coverage, life
and disability insurance, overtime, social security,
workers' compensation, unemployment compensation, or
retirement benefits (except insofar as benefits are
otherwise required by law if the Contractor is presently a
member of the Public Employees Retirement System).
SAMPLE CONTRACT -- SAMPLE CONTRACT – SAMPLE CONTRACT
RFP Payroll and Ancillary Services Page 22
C. The Contractor is an independent contractor for purposes of
the Oregon workers' compensation law (ORS Chapter 656) and
is solely liable for any workers' compensation coverage
under this Agreement. If the Contractor has the assistance
of other persons in the performance of the Agreement, the
Contractor shall qualify and remain qualified for the term
of this Agreement as a carrier-insured or self-insured
employer under ORS 656.407. If the Contractor performs
this Agreement without the assistance of any other person,
unless otherwise agreed to by the parties, Contractor shall
apply for and obtain workers' compensation insurance for
himself or herself as a sole proprietor under ORS 656.128.
10. Statutory Provisions. Pursuant to the requirements of ORS
279B.220 through 279B.235 and Article XI, Section 10 of the
Oregon Constitution, the following terms and conditions are made
a part of this Agreement:
A. Contractor shall:
(1) Make payment promptly, as due, to all persons
supplying to Contractor labor or material for the
prosecution of the work provided for in this
Agreement.
(2) Pay all contributions or amounts due the Industrial
Accident Fund from the Contractor or any subcontractor
incurred in the performance of this Agreement.
(3) Not permit any lien or claim to be filed or prosecuted
against County on account of any labor or material
furnished.
(4) Pay to the Department of Revenue all sums withheld
from employees pursuant to ORS 316.167.
B. Contractor shall promptly, as due, make payment to any
person, co-partnership, association or corporation,
furnishing medical, surgical and hospital care services or
other needed care and attention, incident to sickness and
injury, to the employees of Contractor, of all sums that
Contractor agrees to pay for the services and all moneys
and sums that Contractor collects or deducts from the wages
of employees under any law, contract or agreement for the
purpose of providing or paying for such services.
C. Contractor shall pay all employees under this Agreement at
least time and a half for work performed on the legal
holidays specified in ORS 279B.020(1)(b)(B) to (G) and for
all overtime worked in excess of 40 hours in any one week,
except for individuals under personal services contracts
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RFP Payroll and Ancillary Services Page 23
who are excluded under ORS 653.010 to 653.261 or under 29
U.S.C. 201 to 209 from receiving overtime.
D. Contractor shall give notice in writing to employees who
work on this Agreement, either at the time of hire or
before commencement of work on this Agreement, or by
posting a notice in a location frequented by employees, of
the number of hours per day and days per week that the
employees may be required to work.
E. All subject employers working under this Agreement are
either employers that will comply with ORS 656.017 or
employers that are exempt under ORS 656.126.
F. This Agreement is expressly subject to the debt limitation
of Oregon counties set forth in Article XI, Section 10 of
the Oregon Constitution, and is contingent upon funds being
appropriated therefor. Any provisions herein which would
conflict with law are deemed inoperative to that extent.
11. Non-Discrimination. Contractor agrees that no person shall, on
the grounds of race, color, creed, national origin, sex, marital
status, handicap or age, suffer discrimination in the performance
of this Agreement when employed by Contractor. Contractor
certifies that it has not discriminated and will not
discriminate, in violation of ORS 279A.110, against any minority,
women or emerging small business enterprise certified under ORS
200.055, or a business enterprise that is owned or controlled by
or that employs a disabled veteran, as defined in ORS 408.225 in
obtaining any required subcontract.
12. Nonassignment; Subcontracts. Contractor shall not assign,
subcontract or delegate the responsibility for providing services
hereunder to any other person, firm or corporation without the
express written permission of the County, except as provided in
Contractor's Proposal.
13. Nonwaiver. The failure of the County to enforce any provision of
this Agreement shall not constitute a waiver by the County of
that or any other provision of the Agreement.
14. Indemnity. Contractor shall indemnify, defend, save, and hold
harmless the County, its officers, agents and employees, from any
and all claims, suits or actions of any nature, including claims
of injury to any person or persons or of damage to property,
caused directly or indirectly by reason any error, omission,
negligence, or wrongful act by Contractor, its officers, agents
and/or employees arising out the performance of this agreement.
This indemnity does not apply to claims, suits or actions arising
solely out of the negligent acts or omissions of the County, its
officers, agents or employees.
SAMPLE CONTRACT -- SAMPLE CONTRACT – SAMPLE CONTRACT
RFP Payroll and Ancillary Services Page 24
15. Insurance. Contractor shall maintain commercial general
liability and property damage insurance in an amount of not less
than $2,000,000 combined single limit, and errors and omissions
insurance in an amount of not less than $2,000,000 to protect
County, its officers, agents, and employees. Contractor shall
provide County a certificate or certificates of insurance in the
amounts described above which names County, its officers, agents
and employees as additional insureds. Such certificate or
certificates shall include a statement by the insurer that County
shall be given no less than thirty (30) days advance written
notification if the policy is going to expire, be terminated,
cancelled or modified in any material way. Such certificate or
certificates shall be accompanied by an additional insured
endorsement. Contractor shall notify County immediately upon
notification to Contractor that any insurance coverage required
by this paragraph will be canceled, not renewed or modified in
any material way.
16. Termination. This Agreement may be terminated at any time in
whole or in part by mutual consent of both parties, or by either
party, with or without cause, upon thirty (30) days advance
written notice delivered by registered or certified mail, or in
person, to the other party. In case of termination, Contractor
shall be required to repay to County the amount of any funds
advanced to Contractor which Contractor has not earned or
expended through the provision of services in accordance with
this Agreement. However, Contractor shall be entitled to retain
all costs incurred and fees earned by Contractor prior to that
termination date, and any amounts remaining due shall be paid by
County not to exceed the maximum amount stated above and
decreased by any additional costs incurred by County to correct
the work performed. The County may terminate this Agreement,
effective upon delivery of written notice to Contractor, or at
such later date as may be established by the County under the
following conditions:
A. If Contractor fails to perform the work in a manner
satisfactory to County.
B. If any license or certificate required by law or regulation
to be held by Contractor to provide the services required
by this Agreement is for any reason denied, revoked, or not
renewed.
C. If funding becomes inadequate to allow the work to continue
in accordance with the project schedule.
The rights and remedies of the County related to any breach of
this Agreement by Contractor shall not be exclusive, and are in
addition to any other rights and remedies provided by law or
SAMPLE CONTRACT -- SAMPLE CONTRACT – SAMPLE CONTRACT
RFP Payroll and Ancillary Services Page 25
under this Agreement. Any termination of this Agreement shall be
without prejudice to any obligations or liabilities of either
party already accrued before such termination.
17. Time of the Essence. The parties agree that time is of the essence
in this Agreement.
18. Ownership of Documents. All documents of any nature and/or
electronic data including, but not limited to, working papers,
reports, material necessary to understand the documents and/or
data, drawings, works of art and photographs, produced, prepared
and/or compiled by Contractor pursuant to this Agreement are the
property of County, and it is agreed by the parties that such
documents are works made for hire. Contractor hereby conveys,
transfers, and grants to County all rights of reproduction and the
copyright to all such documents.
19. Mediation. In the event of a dispute between the parties arising
out of or relating to this Contract, the parties agree to submit
such dispute to a mediator agreed to by both parties as soon as
practicable after the dispute arises, and preferably before
commencement of litigation of any permitted arbitration. The
parties agree to exercise their best efforts in good faith to
resolve all disputes in mediation.
20. Choice of Law. This Agreement shall be governed by the laws of the
State of Oregon.
21. Venue. Venue relating to this Agreement shall be in the Circuit
Court of the State of Oregon for Columbia County, located in St.
Helens, Oregon.
22. Attorneys Fees. In the event an action, suit or proceeding,
including appeal therefrom, is brought for failure to observe any
of the terms of this Agreement, each party shall be responsible for
its own attorneys fees, expenses, costs and disbursements for said
action, suit, proceeding or appeal.
23. Severability. If any provision of this Agreement is for any reason
held invalid or unconstitutional by any court of competent
jurisdiction, such portion shall be deemed a separate, distinct and
independent provision and such holdings shall not affect the
validity of the remaining portions hereof.
24. No Third-Party Rights. This Agreement is solely for the benefit of
the parties to this Agreement. Rights and obligations established
under this Agreement are not intended to benefit any person or
entity not a signatory hereto.
///
///
///
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RFP Payroll and Ancillary Services Page 26
///
25. ENTIRE AGREEMENT. THIS AGREEMENT (INCLUDING THE CONTRACTOR'S
PROPOSAL) CONSTITUTES THE ENTIRE AGREEMENT BETWEEN THE PARTIES. NO
WAIVER, CONSENT, MODIFICATION OR CHANGE OF TERMS OF THIS AGREEMENT
SHALL BIND EITHER PARTY UNLESS IN WRITING AND SIGNED BY BOTH
PARTIES. SUCH WAIVER, CONSENT, MODIFICATION OR CHANGE, IF MADE,
SHALL BE EFFECTIVE ONLY IN THE SPECIFIC INSTANCE AND FOR THE
SPECIFIC PURPOSE GIVEN. THERE ARE NO UNDERSTANDINGS, AGREEMENTS,
OR REPRESENT-ATIONS, ORAL OR WRITTEN, NOT SPECIFIED HEREIN
REGARDING THIS AGREE-MENT. CONTRACTOR, BY THE SIGNATURE OF ITS
AUTHORIZED REPRESENT-ATIVE(S) BELOW, HEREBY ACKNOWLEDGES THAT IT
HAS READ THIS AGREEMENT, UNDERSTANDS IT AND AGREES TO BE BOUND BY
ITS TERMS AND CONDITIONS.
DATED this _____ day of __________________, 2012.
CONTRACTOR BOARD OF COUNTY COMMISSIONERS
FOR COLUMBIA COUNTY, OREGON
Name: By:
Jennifer Cuellar-Smith,
Director of
By:
Finance & Taxation, under
authority
granted by Order No. 12-2008
Title:
Approved as to form
By:
Office of County Counsel
RFP Payroll and Ancillary Services Page 27
SECTION VIII
ANNEXES Lists of current pay codes, deduction codes, pay steps and ranges for your reference. The County is open to the reduction of the number of codes and/or addition of other codes which will result in more automated, more accurate and less manual processes.
Code Description Pay Type Rate Multiplier
1000 1000-Standard Pay Standard Pay 1.00
1002 1002-Exempt-Unemployment Standard Pay 1.00
1300 1300-Standard plus Cert Pay Standard Pay 1.00
1304 1304-Standard + Cert Pay 1442 Standard Pay 1.00
1305 1305-Standard + Cert Pay CCDSA Standard Pay 1.00
1307 1307-Standard + Cert Pay FOPPO Standard Pay 1.00
1400 1400-Hourly Pay Standard Pay 1.00
1550 1550-Election Worker - No Tax Standard Pay 1.00
1602 1602-Exempt SUI- Flat Base Standard Pay 0.00
1806 1806-WC - 1st 10 Days Standard Pay 1.00
2000 2000-Field Hours Standard Pay 1.00
2100 2100-Field Trng Standard Pay 1.00
2150 2150-Marine Duty Standard Pay 1.00
2200 2200-Out-of-Class Pay Standard Pay 1.00
2250 2250-Out-of-Class Pay(2) Standard Pay 1.00
2300 2300-Mechanic Out-of-Class Pay Standard Pay 1.00
2400 2400-Leadworker Out-of-Class Standard Pay 1.00
2500 2500-Training ST Standard Pay 1.00
3020 3020-Comp Taken Accrual Used 1.00
3040 3040-Holiday - Floating Taken Accrual Used 1.00
3050 3050-Accrued Holiday Taken Accrual Used 1.00
3070 3070-Personal Leave Accrual Used 1.00
3080 3080-Sick Leave Accrual Used 1.00
3090 3090-Vacation Leave Accrual Used 1.00
3110 3110-Bereavement Leave Standard Pay 1.00
3130 3130-Holiday - County Paid Standard Pay 1.00
3150 3150-Jury Duty Standard Pay 1.00
3160 3160-Military Leave - Paid Standard Pay 1.00
3910 3910-Retro Pay -Step Increase Standard Pay 1.00
3914 3914-Retro Pay -1442 CBA agrmt Standard Pay 0.00
3915 3915-Retro Pay-CCDSA CBA Agrmt Standard Pay 1.00
3916 3916-Retro Pay -667 CBA Agrmt Standard Pay 1.00
3917 3917-Retro Pay-FOPPO CBA Agrmt Standard Pay 1.00
4000 4000-Regular Overtime Overtime 1.50
4020 4020-Double Overtime Overtime 2.00
4100 4100-Field Training Officer OT Overtime 1.50
4150 4150-Marine Overtime Overtime 1.50
4200 4200-Out-of-Class Overtime Overtime 1.50
4220 4220-Out-of-Class Double Time Overtime 2.00
4250 4250-Out-of-Class Overtime(2) Standard Pay 1.50
4300 4300-Mechanic OC Overtime Overtime 1.50
4320 4320-Mechanic OC Double Time Overtime 2.00
RFP Payroll and Ancillary Services Page 28
4400 4400-Leadworker Overtime Overtime 1.50
4420 4420-Leadworker OC Double Time Overtime 2.00
4500 4500-Training Overtime Overtime 1.50
5000 5000-Draw Standard Pay 0.00
6000 6000-Cell Phone Allowance Standard Pay 0.00
6100 6100-Lunch Reimburs-taxable Standard Pay 0.00
6200 6200-In Lieu of Health Ins Standard Pay 0.00
6300 6300-Personal Use Vehicle Standard Pay 0.00
6400 6400-Standby Time/On Call Standard Pay 0.00
7000 7000-Comp Earned-Straight Time Accrual Earned 0.00
7015 7015-Comp Earned - 1.5 Time Accrual Earned 0.00
7020 7020-Comp Earned - Double Time Accrual Earned 0.00
7500 7500-Holiday Earned Accrual Earned 0.00
8000 8000-Retro Pay - Step Increase Standard Pay 0.00
8014 8014-Retro Pay -1442 CBA Agrmt Standard Pay 0.00
8100 8100-Absent W/O Pay Standard Pay 1.00
8200 8200-Furlough Day Deducted Standard Pay 1.00
8210 8210-Furlough Reduced Salary Standard Pay 1.00
8800 8800-Paid Admin Leave Standard Pay 1.00
8900 8900-Pay Adjustment Standard Pay 0.00
8999 8999-Non-Tax Pay Adjustment Standard Pay 0.00
9000 9000-Severance Pay, non worked Standard Pay 1.00
9020 9020-Comp Payoff Accrual Used 1.00
9080 9080-Sick Payoff-Lump Sum Accrual Used 1.00
9090 9090-Vac.Payoff-Lump Sum Accrual Used 1.00
9095 9090-Vac.Payoff-Lump Sum PERS Accrual Used 1.00
RFP Payroll and Ancillary Services Page 29
Type Show On Check
Comp Time TRUE
FH TRUE
Holiday TRUE
N/A TRUE
PL TRUE
Sick TRUE
Vacation TRUE
Code Description Frequency
C Comp Time DO NOT USE Every pay period
CT Comp Time, Limit 100 Hrs Every pay period
CT80 Comp Time, Limit 80 Hrs Every pay period
F50 Floating Holiday-50%-7.5hr Annually
F60 Floating Holiday-60%-7.5Hrs Annually
F67 Floating Holiday-70%-7.5Hr Annually
F7 Floating Holiday-7.5Hrs Annually
F75 Floating Holiday-75%-7.5hr Annually
F8 Floating Holiday-8Hrs Annually
F80 Floating Holiday 80% 7.5Hr Annually
F8A Floating Holiday 80% 8Hr Annually
F93 Floating Holiday 90% 7.5Hr Annually
F96 Floating Holiday 96% of 7.5hrs Annually
FH60 Floating Holiday-60% 8hr Annually
Holiday In Lieu of Holiday Every pay period
P60 Personal Leave-8Hrs-60% Annually
P60A Personal Leave-60%-7.5Hrs Annually
P7 Personal Leave-7.5Hrs Annually
P70A Personal Leave-70%-7.5 Hrs Annually
P8 Personal Leave-8Hrs Annually
S Sick Leave-7.5Hrs Every pay period
S50 Sick Leave-50% 7.5 Every pay period
S60 Sick Leave 60% 7.5Hrs Every pay period
S60A Sick Leave-60% 8hr Every pay period
S67 Sick Leave 67% 7.5HR Every pay period
S70 Sick Leave-70% 7.5 HR Every pay period
S75 Sick Leave-75% of 7.5hrs Every pay period
S8 Sick Leave-8Hrs Every pay period
S80 Sick Leave 80% 7.5HR Every pay period
S8A Sick Leave-80% 8Hr Every pay period
S93 Sick Leave 90% 7.5HR Every pay period
S96 Sick Leave 96% 7.20 Every pay period
V1 Vacation - New 8 HR. Every pay period
V2 Vacation - New 7.5 HR Every pay period
V3 VACATION-7.5 OLD Every pay period
V4 VACATION-8HR OLD Every pay period
V5 Vacation-80% of 7.5Hr Every pay period
V6 Vacation-50% of 7.5Hr Every pay period
V60 Vacation 60% 7.5 Hrs Every pay period
V60A Vacation-60% 8hr Every pay period
RFP Payroll and Ancillary Services Page 30
V67 Vacation-67% of 7.5Hr Every pay period
V7 Vacation-90% of 7.5Hr Every pay period
V70 Vacation-70% 7.5 HR Every pay period
V75 Vacation 75% of 7.5hr Every pay period
V8 Vacation-8Hr/6days-JP Annually
V8A Vacation 80% 8Hr Every pay period
V9 Vacation-80% of 7.5Hr Every pay period
V96 Vacation-96% of 7.5hr Every pay period
VM Vacation-non union capped Every pay period
Code Description Type Bank Code Vendor Number Default
1442 1442 Union – Courthouse Deduction 1442 FALSE
1442A 1442 CH Union-Local Deduction 1442 FALSE
697 697 Union Road/Park Deduction 697 FALSE
697A 697 Union-PEOPLE Deduction 697 FALSE
AFLAC AFLAC Ins-Acct OXBB2 Deduction AFLAC FALSE
AFLACX AFLAC Ins-Pre Tax Deduction AFLAC FALSE
ANYTIM Anytime Fitness Deduction ANYTIME FALSE
AOC AOC Insurance Deduction Deduction AOCIT FALSE
AOCX AOC Ins.Ded.-PreTax Deduction AOCIT FALSE
ASI ASI Flex Spending Deduction ASI FALSE
BCBSD% BCBS Dental-Emplr. Pd.Partial Benefit AOCIT FALSE
BCBSD1 ODS Dental-Single Benefit AOCIT FALSE
BCBSD2 ODS-Dental-1 Dep Benefit AOCIT FALSE
BCBSD3 ODS Dental-Family Benefit AOCIT FALSE
BCBSDC Will. Dental-096600004-02 Benefit AOCIT FALSE
CCDSA CC Deputy Sher. Assoc. Deduction CCDSA FALSE
COLINS Colonial Insurance Deduction COLINS FALSE
DHR DHR Child Support Deduction DHR FALSE
DRAW Draw-Direct Deposit Deduction DRAW FALSE
DRAWCK Draw-Check Deduction FALSE
EIC Earned Income Credit Deduction FEDERAL FALSE
FED Federal Income Tax Deduction FEDERAL TRUE
FICA FICA Employee Portion Deduction FEDERAL TRUE
FICAR FICA Employer Portion Benefit FEDERAL TRUE
FOPPO FOPPO Union Dues Deduction FOPPO FALSE
IMPUTE Imputed Income Tax Benefit FALSE
KP07 Kaiser Medical HMO – active Benefit KAISER FALSE
KP08 Kaiser Medical HMO – cobra Deduction KAISER FALSE
KP09 Kaiser Medical POS – active Benefit KAISER FALSE
KP10 Kaiser Medical POS – cobra Deduction KAISER FALSE
KP11 Kaiser Dental – active Benefit KAISER FALSE
KP12 Kaiser Dental – cobra Deduction KAISER FALSE
KP13 Kaiser Medical HMO - Early Ret Deduction KAISER FALSE
KP14 Kaiser Medical POS - Early Ret Deduction KAISER FALSE
KP15 Kaiser Dental - Early Ret Deduction KAISER FALSE
KSRDED Kaiser Insurance Deduction Deduction KAISER FALSE
KSRDEX Kaiser Ins. Ded.-Pre Tax Deduction KAISER FALSE
LEVY11 LEVY-Office of the Trustee Deduction OFFTR13 FALSE
LEVY4 Wage Levy- Deduction ODOR2 FALSE
LEVY6 Wage Levy – ODOR Deduction Levy6 FALSE
RFP Payroll and Ancillary Services Page 31
LEVY8 Wage Levy IRS Deduction LEVY8 FALSE
LIFE30 Life Insurance 30,000 Benefit AOCIT FALSE
LIFE40 Life Insurance 40,000 Benefit AOCIT FALSE
LIFE50 Life Insurance 50,000 Benefit AOCIT FALSE
LIFER% Life-Employer Paid Partial Benefit AOCIT FALSE
LIFESH Life Insurance Sheriff 30,000 Benefit AOCIT FALSE
MEDI Medicare Employee Portion Deduction FEDERAL TRUE
MEDIR Medicare Employer Portion Benefit FEDERAL TRUE
MISC Misc. Reimb Deduction FALSE
OTHER Other Tax Deduction FALSE
PAYPLN Repayment Plan to County Deduction FALSE
PEBSCO Deferred Comp #637007 Deduction PEBSCO FALSE
PERS PERS Employee Portion Benefit PERS TRUE
PERSB PERS Employer Contr.-Bond Benefit TRUE
PERSR PERS Employer Contribution Benefit PERS TRUE
PERSU PERS Extra Unit Purchase Deduction PERS FALSE
PERVEH Personal Use Vehicle Deduction FALSE
QUALR% Added Choice Empr Paid Partial Benefit KAISER FALSE
REGION Regional Income Tax Deduction FALSE
REIMB Exp. Reimb. Deduction FALSE
RENT Rent-Monthly Deduction FALSE
SAIF SAIF Corp.-Time Loss Pymts. Deduction FALSE
S-LIFE Supplemental Life Ins. Deduction aocit FALSE
SP/REC Col. City Sports & Recreation Deduction COLSPORT FALSE
STATE State Income Tax Deduction STATE TRUE
UNEMPR Unemployment – Employer Benefit TRUE
UNWAY United Way Deduction UNITEDWA FALSE
VALIC Deferred Comp #63193 Deduction VALIC FALSE
VAULT The Vault Gym Deduction VAULT FALSE
VEBA HRA VEBA - employee contribute Deduction HRAVEBA FALSE
VEBAR VEBA employer contribution Benefit HRAVEBA TRUE
VEHALW Taxible Vehicle Allowance Benefit FALSE
W/C Worker's Comp – Employee Deduction TRUE
W/C-R Worker's Comp – Employer Benefit TRUE
WBF WBF Oregon OQ- Employee Deduction TRUE
WBF-R WBF Oregon OQ – employer Benefit TRUE
ZADVAN % Advantis Credit Union Deduction ADVANT FALSE
ZBOAN % Bank of America-NA Deduction BOANA FALSE
ZBOAOR % BOA-Oregon Deduction BOAOR FALSE
ZBOAWA % BOA-Washington Deduction BOAWA FALSE
ZBOTW % Bank of the West Deduction BOTW FALSE
ZBOTW2 _ Bank of the West-Flat Deduction BOTW FALSE
ZBOTW3 _ Bank of the West-Flat2 Deduction BOTW FALSE
ZBOTW4 _ Bank of the West-Flat3 Deduction BOTW FALSE
ZCASCO % Cascade Comm. CU Deduction CASCOM FALSE
ZCHAS2 _ CHASE OR – Flat Deduction CHASE FALSE
ZCHASE % CHASE OR Deduction CHASE FALSE
ZCLACK % Clackamas FCU Deduction CLACK FALSE
ZCOCRU % Columbia Credit Union Deduction COCR FALSE
ZCOL % Columbia Bank Deduction COL FALSE
ZCOWL % Cowlitz CU Deduction COWL FALSE
RFP Payroll and Ancillary Services Page 32
ZELECT % Electra Central Deduction ELECTR FALSE
ZETRAD % E-TRADE Bank Deduction ETRADE FALSE
ZFIBR2 _ Fibre Federal-Flat Deduction FIBRE FALSE
ZFIBR3 _ Fibre Federal-Flat 2 Deduction FIBRE FALSE
ZFIBRE % Fibre Federal Deduction FIBRE FALSE
ZFIRFE % First Federal Savings Deduction FIRFED FALSE
ZFIRT2 % First Technology FCU Deduction FIRTEC FALSE
ZFIRTE _ First Technology FCU-Flat Deduction FIRTEC FALSE
ZFORES % Forest Park FCU Deduction FOREST FALSE
ZHAVA % Havasu Comm. CU Deduction HAVA FALSE
ZINDNA % Independent National Bank Deduction INDNAT FALSE
ZIQCU % iQ Credit Union Deduction IQCU FALSE
ZKEY _ Key Bank –Flat Deduction KEY FALSE
ZNAVY % Navy Federal Credit Union Deduction NAVY FALSE
ZNWPR1 % NW Prioirty CU Deduction NWPRIOR FALSE
ZNWPR2 _ NW Priority CU-Flat Deduction NWPRIOR FALSE
ZNWPR3 _ NW Priority CU-Flat2 Deduction NWPRIOR FALSE
ZOCCUS _ Oregon Comm CU-Flat 2 Deduction ORCOMM2 FALSE
ZONPO2 _ On-Point CU-Flat Deduction ONPOIN FALSE
ZONPO3 _ On-Point CU-Flat 2 Deduction ONPOIN FALSE
ZONPOI % On-Point CU Deduction ONPOIN FALSE
ZORCCU _ Oregon Community CU Flat Deduction ORCOMM2 FALSE
ZORCEN _ Oregon Central CU-Flat Deduction ORCENT FALSE
ZORCOM % Oregon Comm. CU Deduction ORCOMM FALSE
ZORTCU % Oregon TELCO Credit Union Deduction ORTCU FALSE
ZPACE % PACE CU Deduction PACE FALSE
ZPOINT % Pointwest Credit Union Deduction POINT FALSE
ZPROV % Providence Health Sys FCU Deduction PROV FALSE
ZRIVER % Rivermark CU Deduction RIVER FALSE
ZSCHWA % Charles Schwab Bank Deduction SCHWAB FALSE
ZSHCU2 _ St. Helens FCU-Flat Deduction SHCFCU FALSE
ZSHCU3 _ St Helens FCU-Flat 2 Deduction SHCFCU FALSE
ZSHCU4 % St. Helens FCU-%2 Deduction SHCFCU FALSE
ZSHFCU % St. Helens FCU Deduction SHCFCU FALSE
ZSIMP % Simpson Community FCU Deduction SIMPCO FALSE
ZSTER2 _ Sterling Savings Bank – Flat Deduction STERL2 FALSE
ZSTERL % Sterling Savings Bank Deduction STERL FALSE
ZSUN % Sunset Science Park FCU Deduction SUNFCU FALSE
ZSUN2 _ Sunset Science Park FCU-Flat Deduction SUNFCU FALSE
ZUNIT _ Unitus Comm. CU Flat Deduction UNITUS FALSE
ZUNITS % Unitus Comm. Credit Union Deduction UNITUS FALSE
ZUSAA % USAA Federal Savings Bank Deduction USAA FALSE
ZUSBN2 % US BANK NA 1212 Deduction USBNA2 FALSE
ZUSBN3 % US Bank NA 0420 Deduction USBNA3 FALSE
ZUSBNA % US Bank NA 1231 Deduction USBNA FALSE
ZUSOR % US Bank of Oregon Deduction USBOR FALSE
ZUSOR2 _ US Bank of Oregon-Flat Deduction USBOR FALSE
ZUSWA % US Bank of Washington Deduction USBWA FALSE
ZWAMU % JP Morgan Chase of WA Deduction WAMU FALSE
ZWAMU2 _ JP Morgan Chase of WA-Flat Deduction WAMU FALSE
ZWAMU3 _ JP Morgan Chase of WA-Flat2 Deduction WAMU FALSE
RFP Payroll and Ancillary Services Page 33
ZWAMU4 _ JP Morgan Chase of WA-Flat3 Deduction WAMU FALSE
ZWAMUC % JP Morgan Chase-CA Deduction WAMUC FALSE
ZWAUN % Wauna FCU Deduction WAUNA FALSE
ZWAUN2 _ Wauna FCU-Flat Deduction WAUNA FALSE
ZWAUN3 _ Wauna FCU-Flat2 Deduction WAUNA FALSE
ZWAUN4 %Wauna FCU 2 Deduction WAUNA FALSE
ZWELL2 _ Wells Fargo-Flat Deduction WELLS FALSE
ZWELL3 _Wells Fargo-Flat2 Deduction WELLS FALSE
ZWELLA % Wells Fargo AZ Deduction WELLSA FALSE
ZWELLN % Wells Fargo-Nevada Deduction WELLSN FALSE
ZWELLS % Wells Fargo Deduction WELLS FALSE
ZWELLW % Wells Fargo-WA Deduction WELLSW FALSE
ZWESCO % Wescom CU Deduction WESCOM FALSE
ZWEYE2 _Weyerhauser Employee's CU Deduction WEYER FALSE
ZWEYER % Weyerhauser Employee's CU Deduction WEYER FALSE
ZWSECU % WA State Employee Credit Un Deduction WSECU FALSE
ZYAKIM % Yakima Valley Credit Union Deduction YAKIMA FALSE
Code Description Amount Type Aggregate
FO Field Officer Training Percent FALSE
Mech/Lead-3.69 Mech/Lead-3.69 Hourly FALSE
Mech-Lead/0.11 Mech-Lead/0.11 Hourly FALSE
Mech-Lead/0.33 Mech-Lead/0.33 Hourly FALSE
Mech-Lead/0.35 Mech-Lead/0.35 Hourly FALSE
Mech-Lead/0.84 Mech-Lead/0.84 Hourly FALSE
Mech-Lead/1.95 Mech-Lead/1.95 Hourly FALSE
Mech-Lead/1.98 Mech-Lead/1.98 Hourly FALSE
Mech-Lead/2.04 Mech-Lead/2.04 Hourly FALSE
Mech-Lead/2.12 Mech-Lead/2.12 Hourly FALSE
Mech-Lead/2.14 Mech-Lead/2.14 Hourly FALSE
Mech-Lead/2.15 Mech-Lead/2.15 Hourly FALSE
Mech-Lead/2.21 Mech-Lead/2.21 Hourly FALSE
Mech-Lead/2.24 Mech-Lead/2.24 Hourly FALSE
Mech-Lead/2.26 Mech-Lead/2.26 Hourly FALSE
Mech-Lead/2.29 Mech-Lead/2.29 Hourly FALSE
Mech-Lead/2.33 Mech-Lead/2.33 Hourly FALSE
Mech-Lead/2.54 Mech-Lead/2.54 Hourly FALSE
Mech-Lead/2.62 Mech-Lead/2.62 Hourly FALSE
Mech-Lead/3.55 Mech-Lead/3.55 Hourly FALSE
Mech-Lead/3.59 Mech-Lead/3.59 Hourly FALSE
Mech-Lead/3.69 Mech-Lead/3.69 Hourly FALSE
Mech-Lead/3.73 Mech-Lead/3.73 Hourly FALSE
Mech-Lead/3.78 Mech-Lead/3.78 Hourly FALSE
Mech-Lead/3.80 Mech-Lead/3.80 Hourly FALSE
Mech-Lead/3.83 Mech-Lead/3.83 Hourly FALSE
Mech-Lead/3.89 Mech-Lead/3.89 Hourly FALSE
Mech-Lead/4.00 Mech-Lead/4.00 Hourly FALSE
Mech-Lead/4.38 Mech-Lead/4.38 Hourly FALSE
Mech-Lead/4.44 Mech-Lead/4.44 Hourly FALSE
Mech-Lead/5.49 Mech-Lead/5.49 Hourly FALSE
Mech-Lead/5.57 Mech-Lead/5.57 Hourly FALSE
RFP Payroll and Ancillary Services Page 34
Mech-Lead/5.72 Mech-Lead/5.72 Hourly FALSE
OC - FOPPO Out of Class Pay Percent FALSE
OC/0.81 OC/0.81 Hourly FALSE
OC/1.53 OC/1.53 Hourly FALSE
OC/1.59 OC/1.59 Hourly FALSE
RMW-1/0.25 RMW-1/0.25 Hourly FALSE
RMW-1/1.66 RMW-1/1.66 Hourly FALSE
RMW-1/1.68 RMW-1/1.68 Hourly FALSE
RMW-1/1.72 RMW-1/1.72 Hourly FALSE
RMW-11/0.34 RMW-11/0.34 Hourly FALSE
RMW-II/0.28 RMW-II/0.28 Hourly FALSE
RMW-II/0.76 RMW-II/0.76 Hourly FALSE
RMW-II/1.69 RMW-II/1.69 Hourly FALSE
RMW-II/1.71 RMW-II/1.71 Hourly FALSE
RMW-II/1.76 RMW-II/1.76 Hourly FALSE
RMW-II/1.78 RMW-II/1.78 Hourly FALSE
RMW-II/1.80 RMW-II/1.80 Hourly FALSE
RMW-II/1.82 RMW-II/1.82 Hourly FALSE
RMW-II/1.85 RMW-II/1.85 Hourly FALSE
RMW-II/1.90 RMW-II/1.90 Hourly FALSE
RMW-II/2.09 RMW-II/2.09 Hourly FALSE
RMW-II/2.11 RMW-II/2.11 Hourly FALSE
RMW-II/3.48 RMW-II/3.48 Hourly FALSE
RMW-II/3.62 RMW-II/3.62 Hourly FALSE
RFP Payroll and Ancillary Services Page 35
Pay Range and Position Assignment
for
Elected Officials
July 1, 2011 - June 30, 2012
FY12 2% cola 10% red Board of Commissioners E07 Step 3 6,416 5,774
County Assessor E07 Step 2 6,229 5,606
County Clerk E07 Step 1 6,048 5,443
County Sheriff E08 Step 3 7,057 No furlough due to 24/7 nature of operations
County Surveyor 725 per month plus $35 per hour; maximum $5,500 per month
County Treasurer 0
District Attorney 1250 per month supplemental
Justice 30 per hour maximum $4,000 per month Judge by statute 2 weeks paid vacation
credited at beginning of FY
Other Pay Available:
$20 cell phone allowance upon request and approval
$150 per month in lieu of County paid health insurance
RFP Payroll and Ancillary Services Page 36
Columbia County Salary Ranges FLSA Exempt Employees REDUCED Effective July 1, 2011 - June 30, 2012 Level
2% increase CoLA FY2011-2012 salaries with 26 working days (10%) reduction
Job Title Grade Step 1
Step 2
Step 3 Step 4 Step 5 Step 6 Step 7 Step 8 Step 9
Victims Assistance Administrator E01 17.73 18.26 18.80 19.37 19.95 20.55 21.16 21.80 22.52
3,072 3,165 3,259 3,357 3,458 3,562 3,669 3,779 3,903
No positions assigned E02 19.50 20.08 20.69 21.31 21.94 22.60 23.28 23.98 24.77
3,380 3,481 3,585 3,693 3,804 3,918 4,035 4,156 4,293
No positions assigned E03 21.45 22.09 22.75 23.44 24.14 24.86 25.61 26.38 27.25
3,718 3,829 3,944 4,062 4,184 4,310 4,439 4,572 4,723
Deputy Surveyor E04 23.59 24.30 25.03 25.78 26.55 27.35 28.17 29.02 29.99
Fairgrounds Administrator* 4,089 4,212 4,338 4,469 4,603 4,741 4,883 5,029 5,198
Office Manager II
Paralegal/Natural Resources Administrator
Transit Program Coordinator
Assistant Public Works Director E05 25.95 26.73 27.53 28.36 29.21 30.08 30.99 31.92 32.99
Chief Cartographer 4,498 4,633 4,772 4,915 5,063 5,215 5,371 5,532 5,718
Deputy DA - Level 1 Director - Commission on Children & Families*
Director - Emergency Management *
Planning Division Manager
Transit Program Administrator*
Undersheriff*
Building Services Manager E06 28.55 29.40 30.29 31.19 32.13 33.09 34.09 35.11 36.28
Jail Manager* 4,948 5,097 5,249 5,407 5,569 5,736 5,908 6,086 6,289
Assistant County Counsel E07 31.40 32.34 33.31 34.31 35.34 36.40 37.49 38.62 39.91
Deputy DA - Level 2 5,443 5,606 5,774 5,948 6,126 6,310 6,499 6,694 6,918
RFP Payroll and Ancillary Services Page 37
Director - Community Corrections*
Director - Juvenile*
Director - Land Development Service*
Director - Finance/Tax* E08 34.54 35.58 36.65 37.74 38.88 40.04 41.24 42.48 43.91
Director - Human Resources/IT* 5,987 6,167 6,352 6,542 6,739 6,941 7,149 7,363 7,610
Chief Deputy District Attorney E09 38.00 39.14 40.31 41.52 42.76 44.05 45.37 46.73 48.30
Director - Public Works* 6,586 6,783 6,987 7,197 7,412 7,635 7,864 8,100 8,371
County Counsel* E10 41.80 43.05 44.34 45.67 47.04 48.45 49.91 51.40 53.12
7,244 7,462 7,686 7,916 8,154 8,398 8,650 8,910 9,207
Columbia County Salary Ranges FLSA Non Exempt Employees: AFSCME Local 1442 & Non-Represented
Effective July 1, 2011 - June 30, 2012 2% increase
On 26 day furlough
Position Title FLSA Grade Step
1 Step
2 Step 3 Step
4 Step
5 Step 6 Step
7 Step 8 Step 9
Assessment Clerk I N 20 14.22 14.61 15.00 15.41 15.82 16.25 16.69 17.14 17.60
Deputy Recording Clerk N 2,311 2,374 2,438 2,504 2,571 2,641 2,712 2,785 2,860 Monthly 37.5
Property Tax Clerk N 2,465 2,532 2,600 2,670 2,743 2,817 2,893 2,971 3,051 Monthly 40.0
Office Specialist N 21 15.65 16.07 16.50 16.95 17.41 17.88 18.36 18.86 19.37
2,543 2,611 2,682 2,754 2,829 2,905 2,984 3,064 3,147 Monthly 37.5
2,712 2,786 2,861 2,938 3,017 3,099 3,182 3,268 3,357 Monthly 40.0
Assessment Clerk II N 22 17.21 17.67 18.15 18.64 19.14 19.66 20.19 20.74 21.30
Board Secretary N 2,797 2,872 2,950 3,029 3,111 3,195 3,281 3,370 3,461 Monthly 37.5
Department Secretary N 2,983 3,064 3,146 3,231 3,318 3,408 3,500 3,595 3,692 Monthly 40.0
Planning Secretary N
Support Enforcement Agent N
Accountant - Junior N 23 18.93 19.44 19.97 20.51 21.06 21.63 22.21 22.81 23.43
Administrative Assistant N 3,076 3,159 3,245 3,332 3,422 3,515 3,609 3,707 3,807 Monthly 37.5
Facilities Maintenance Mechanic I N 3,281 3,370 3,461 3,554 3,650 3,749 3,850 3,954 4,061 Monthly 40.0
RFP Payroll and Ancillary Services Page 38
Justice Court Clerk N
Permit Specialist N
Animal Control Officer N 24 20.82 21.39 21.96 22.56 23.17 23.79 24.43 25.09 25.77
Deputy Tax Collector N 3,384 3,475 3,569 3,665 3,764 3,866 3,970 4,078 4,188 Monthly 37.5
Juvenile Probation Officer I N 3,609 3,707 3,807 3,910 4,015 4,124 4,235 4,349 4,467 Monthly 40.0
Legal Secretary - DA's Office N
Property Appraiser Trainee N
Purchasing Coordinator N
Survey Technician N
UASI Project/Grant Coordinator N
Work Crew Supervisor N
Accountant - Senior N 25 22.91 23.52 24.16 24.81 25.48 26.17 26.88 27.60 28.35
Building Inspector I N 3,722 3,823 3,926 4,032 4,141 4,253 4,367 4,485 4,606 Monthly 37.5
Cartographic Drafter N 3,970 4,078 4,188 4,301 4,417 4,536 4,659 4,784 4,914 Monthly 40.0
Code Enforcement Officer N
Computer Technician I N
Emergency Management Coordinator N
Environmental Services Specialist I N
Facilities Maintenance Mechanic II N
Juvenile Probation Officer II N
Planner I N
Property Appraiser I N
Shop Supervisor N
Support Enforcement Coordinator N
Computer Technician II N 26 25.20 25.88 26.58 27.29 28.03 28.79 29.56 30.36 31.18
District Supervisor I N 4,094 4,205 4,318 4,435 4,555 4,678 4,804 4,934 5,067 Monthly 37.5
GIS Programmer - Cartographer N 4,367 4,485 4,606 4,731 4,859 4,990 5,124 5,263 5,405 Monthly 40.0
Juvenile Probation Officer III N
Office Manager I N
Planner II N
Property Appraiser II N
Sales Data Analyst N
Building Inspector II N 27 27.72 28.46 29.23 30.02 30.83 31.67 32.52 33.40 34.30
RFP Payroll and Ancillary Services Page 39
Corrections Sergeant - Administrative N 4,504 4,625 4,750 4,879 5,010 5,146 5,285 5,427 5,574 Monthly 37.5
District Supervisor II N 4,804 4,934 5,067 5,204 5,344 5,489 5,637 5,789 5,945 Monthly 40.0
Computer Technician - Senior N
Elections Supervisor N
Electrical Inspector N
Environmental Services Specialist II N
Lead Parole/Probation Officer N
Planner III N
Solid Waste Program Administrator N
Building Inspection Supervisor 28 30.49 31.31 32.16 33.02 33.92 34.83 35.77 36.74 37.73
4,954 5,088 5,225 5,366 5,511 5,660 5,813 5,970 6,131 Monthly 37.5
5,285 5,427 5,574 5,724 5,879 6,038 6,201 6,368 6,540 Monthly 40.0
FOPPO Wages Effective July 1, 2011 - ?? In negotiations
at time of publication
Cola Increase 0.00%
Parole/Probation Officer 1
Step 1 Step 2 Step 3 Step 4 Step 5 Step 6
Monthly 3,355 3,491 3,630 3,756 3,902 4,035
Hourly 19.36 20.14 20.94 21.67 22.51 23.28
Parole/Probation Officer 2
Step 1 Step 2 Step 3 Step 4 Step 5 Step 6
Monthly 3,902 4,035 4,193 4,349 4,513 4,676
Hourly 22.51 23.28 24.19 25.09 26.04 26.98
40 hour workweek standard
RFP Payroll and Ancillary Services Page 40
Columbia County AFSCME Local 697 Salary Ranges
Effective July 1, 2011 - June 30, 2012 CoLA increase: 1.30%
Job Title Grade Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Step 8 Step 9
No positions currently assigned N 20 $14.12 $14.51 $14.90 $15.30 $15.71 $16.14 $16.57 $17.02 $17.46
$2,448 $2,514 $2,582 $2,652 $2,724 $2,797 $2,873 $2,950 $3,027
Lube Service Worker E 21 $15.54 $15.96 $16.39 $16.84 $17.29 $17.76 $18.23 $18.73 $19.22
Office Specialist E $2,694 $2,767 $2,841 $2,917 $2,996 $3,077 $3,161 $3,246 $3,331
Department Secretary P 22 $17.09 $17.56 $18.03 $18.52 $19.01 $19.53 $20.06 $20.59 $21.13
Parks Maintenance Worker I E $2,962 $3,042 $3,124 $3,209 $3,295 $3,384 $3,476 $3,570 $3,663
Road Maintenance Worker I E
Parks Maintenance Worker II P 23 $18.80 $19.31 $19.83 $20.36 $20.92 $21.48 $22.06 $22.65 $23.25
Road Maintenance Worker II P $3,259 $3,347 $3,437 $3,530 $3,626 $3,723 $3,823 $3,926 $4,029
Sign Maintenance Worker O
Crew Leadworker P 24 $20.69 $21.24 $21.81 $22.40 $23.01 $23.62 $24.26 $24.92 $25.57
Mechanic O $3,585 $3,681 $3,781 $3,883 $3,987 $4,096 $4,206 $4,319 $4,432
No positions currently assigned N 25 $22.75 $23.36 $24.00 $24.65 $25.30 $25.99 $26.69 $27.41 $28.12
$3,943 $4,050 $4,158 $4,271 $4,386 $4,505 $4,626 $4,751 $4,875
Office Manager I O 26 $25.02 $25.70 $26.39 $27.11 $27.84 $28.59 $29.36 $30.16 $30.94
$4,338 $4,454 $4,575 $4,698 $4,825 $4,956 $5,089 $5,226 $5,363
Engineering Project Coordinator O 27 $27.52 $28.27 $29.03 $29.81 $30.62 $31.44 $32.29 $33.17 $34.03
Transportation Planner O $4,771 $4,900 $5,033 $5,168 $5,307 $5,451 $5,598 $5,749 $5,899
E=entry
P=promotional
O=open
RFP Payroll and Ancillary Services Page 41
Columbia County Sheriffs' Association
Effective July 1, 2011
3% increase 40 hour workweek standard
COLI 07/01/2010 Step 1 Step 2 Step 3 Step 4 Step 5 Step 6
Civil Clerk-122
Base 2,762 2,899 3,083 3,268 3,499 3,635
Base w/COLI 2,844 2,986 3,175 3,366 3,604 3,744
Hourly Rate 16.41 17.23 18.32 19.42 20.79 21.60
Step A (2.5%) 10yrs 2,915 3,061 3,255 3,450 3,694 3,837
Step B (5.0%) 15yrs 2,987 3,136 3,334 3,534 3,784 3,931
Step C (7.5%) 20yrs 3,058 3,210 3,414 3,618 3,874 4,024
Civil Deputy-123
Base 2,583 2,711 2,914 3,115 3,314 3,516
Base w/COLI 2,661 2,792 3,002 3,208 3,414 3,621
Hourly Rate 15.35 16.11 17.32 18.51 19.69 20.89
Step A (2.5%) 10yrs 2,727 2,862 3,077 3,288 3,499 3,712
Step B (5.0%) 15yrs 2,794 2,932 3,152 3,369 3,584 3,802
Step C (7.5%) 20yrs 2,860 3,001 3,227 3,449 3,670 3,893
Civil Office Supervisor-125
Base 3,009 3,158 3,373 3,586 3,799 4,013
Base w/COLI 3,099 3,253 3,474 3,693 3,913 4,134
Hourly Rate 17.88 18.77 20.04 21.31 22.58 23.85
Step A (2.5%) 10yrs 3,176 3,334 3,561 3,786 4,011 4,237
Step B (5.0%) 15yrs 3,254 3,416 3,647 3,878 4,109 4,340
Step C (7.5%) 20yrs 3,331 3,497 3,734 3,970 4,207 4,444
Sergeant-Patrol/Corr.-107/137
Base 4,367 4,530 4,701 4,871 5,050 5,225
Base w/COLI 4,498 4,666 4,842 5,018 5,201 5,381
Hourly Rate 25.95 26.92 27.93 28.95 30.01 31.05
Step A (2.5%) 10yrs 4,611 4,783 4,963 5,143 5,331 5,516
Step B (5.0%) 15yrs 4,723 4,899 5,084 5,268 5,461 5,650
Step C (7.5%) 20yrs 4,836 5,016 5,205 5,394 5,591 5,785
Corporal-Patrol/Corr.-105/135
Base 3,408 3,575 3,840 4,106 4,372 4,638
Base w/COLI 3,510 3,682 3,956 4,229 4,503 4,777
Hourly Rate 20.25 21.25 22.82 24.40 25.98 27.56
Step A (2.5%) 10yrs 3,598 3,775 4,055 4,335 4,616 4,897
Step B (5.0%) 15yrs 3,685 3,867 4,153 4,440 4,728 5,016
Step C (7.5%) 20yrs 3,773 3,959 4,252 4,546 4,841 5,136
Deputy-Patrol/Corr.-103/133
Base 3,246 3,408 3,661 3,912 4,164 4,417
Base w/COLI 3,344 3,510 3,771 4,029 4,289 4,549
Hourly Rate 19.29 20.25 21.76 23.24 24.74 26.24
RFP Payroll and Ancillary Services Page 42
Step A (2.5%) 10yrs 3,427 3,598 3,865 4,130 4,396 4,663
Step B (5.0%) 15yrs 3,511 3,685 3,960 4,230 4,503 4,776
Step C (7.5%) 20yrs 3,595 3,773 4,054 4,331 4,611 4,890
Corrections Nurse-145
Base 4,219 4,373 4,526 4,679 4,831 4,985
Base w/COLI 4,346 4,504 4,662 4,819 4,976 5,135
Hourly Rate 25.07 25.99 26.89 27.80 28.71 29.62
Step A (2.5%) 10yrs 4,454 4,617 4,778 4,939 5,101 5,263
Step B (5.0%) 15yrs 4,563 4,729 4,895 5,060 5,225 5,391
Step C (7.5%) 20yrs 4,672 4,842 5,011 5,180 5,349 5,520
Corrections Technician-131
Base 2,462 2,637 2,817 2,995 3,173 3,350
Base w/COLI 2,536 2,717 2,901 3,085 3,268 3,451
Hourly Rate 14.63 15.67 16.74 17.80 18.86 19.91
Step A (2.5%) 10yrs 2,600 2,784 2,974 3,162 3,350 3,537
Step B (5.0%) 15yrs 2,663 2,852 3,046 3,239 3,432 3,623
Step C (7.5%) 20yrs 2,726 2,920 3,119 3,316 3,513 3,710
Victim Advocate-083A
Base 2,666 2,762 2,878 2,993 3,099 3,213
Base w/COLI 2,746 2,844 2,965 3,083 3,192 3,310
Hourly Rate 15.84 16.41 17.10 17.78 18.41 19.10
Step A (2.5%) 10yrs 2,815 2,915 3,039 3,160 3,272 3,393
Step B (5.0%) 15yrs 2,883 2,987 3,113 3,237 3,351 3,475
Step C (7.5%) 20yrs 2,952 3,058 3,187 3,314 3,431 3,558
Evidence Technician - 123B
Base 2,462 2,585 2,766 2,959 3,167 3,356
Base w/COLI 2,536 2,663 2,849 3,047 3,262 3,457
Hourly Rate 14.63 15.36 16.43 17.58 18.82 19.94
Step A (2.5%) 10yrs 2,600 2,730 2,920 3,124 3,343 3,543
Step B (5.0%) 15yrs 2,663 2,796 2,991 3,200 3,425 3,629
Step C (7.5%) 20yrs 2,726 2,863 3,062 3,276 3,506 3,716
Corrections Clerk - 128
Base 2,337 2,455 2,626 2,810 3,007 3,187
Base w/COLI 2,407 2,529 2,705 2,894 3,097 3,282
Hourly Rate 13.89 14.59 15.60 16.70 17.87 18.94
Step A (2.5%) 10yrs 2,467 2,592 2,772 2,966 3,174 3,364
Step B (5.0%) 15yrs 2,528 2,655 2,840 3,039 3,252 3,446
Step C (7.5%) 20yrs 2,588 2,718 2,908 3,111 3,329 3,529